Secretary is a professional administrative assistant who supports executives by managing correspondence, scheduling, communication, and record-keeping tasks. They serve as the first point of contact for internal and external stakeholders, representing the office with professionalism and discretion. Modern secretaries go beyond clerical duties—they anticipate needs, coordinate workflows, and solve problems proactively.
The secretary plays an important role in ensuring that official meetings are properly planned, conducted, and documented. The duties of a secretary can be broadly divided into three stages: before the meeting, during the meeting, and after the meeting.
A. Duties Before the Meeting
1. Fixing Date and Time
The secretary consults the Chairman or concerned authority to decide a suitable date and time for the meeting. The availability of important members and necessary facilities is considered. The secretary ensures that the selected schedule does not conflict with other important commitments. Proper planning helps ensure maximum attendance and smooth conduct of the meeting.
2. Preparing the Agenda
The secretary prepares the agenda in consultation with the Chairman or authorised officer. It contains the matters to be discussed and the order in which they will be considered. Relevant items are collected from concerned departments or members. A properly prepared agenda keeps the meeting focused and helps participants prepare for meaningful discussion.
3. Issuing Meeting Notice
The secretary prepares and sends the meeting notice to all concerned members within the required time. The notice generally mentions the date, time, venue, and purpose of the meeting. It may also include the agenda and necessary instructions. Timely notice ensures that members are properly informed and can make arrangements to attend.
4. Preparing Documents
The secretary collects and prepares documents required for the meeting, such as previous minutes, reports, statements, proposals, and supporting papers. Documents are checked for accuracy and completeness before circulation. Relevant papers are provided to members in advance where appropriate. Proper document preparation enables participants to understand the issues and make informed decisions.
5. Arranging the Venue
The secretary arranges the meeting room and ensures that necessary facilities are available. Seating, lighting, ventilation, stationery, drinking water, presentation equipment, and communication facilities may be arranged. For online meetings, suitable digital arrangements are checked. Proper venue preparation creates a comfortable environment and ensures that the meeting can proceed without unnecessary interruptions.
6. Confirming Attendance
The secretary may contact members to confirm their availability and attendance. Important participants, guests, or experts may require special arrangements. The secretary also considers whether the required number of members will be present. Confirmation helps identify possible attendance problems in advance and allows alternative arrangements to be made when necessary.
B. Duties During the Meeting
1. Recording Attendance
The secretary records the names of members and other authorised participants attending the meeting. The attendance record may include arrival details where required. It provides an official record of participation and may help establish whether the required attendance is present. Accurate attendance recording also supports proper preparation of meeting records.
2. Assisting the Chairman
The secretary assists the Chairman throughout the meeting by providing the agenda, relevant documents, previous minutes, and other required information. The secretary keeps track of matters being discussed and informs the Chairman about necessary documents or procedural requirements. This assistance enables the Chairman to conduct the meeting systematically and effectively.
3. Recording Minutes
The secretary carefully records the important proceedings of the meeting. Notes should cover major discussions, decisions, resolutions, voting results, and assigned responsibilities. The secretary should remain objective and avoid including unnecessary personal opinions. Accurate minutes provide an official record of the meeting and help participants understand the decisions taken.
4. Managing Meeting Documents
During the meeting, the secretary keeps all necessary documents organised and readily available. Additional papers, reports, or information may be provided to members when required. The secretary also keeps track of resolutions and supporting documents. Proper document management prevents confusion and ensures that important information is available whenever needed during discussions.
C. Duties After the Meeting
1. Preparing Minutes
After the meeting, the secretary prepares the formal minutes using the notes recorded during the proceedings. The minutes should clearly mention important discussions, decisions, resolutions, and responsibilities. They should be accurate, concise, and properly arranged. Careful preparation ensures that the official record reflects the proceedings and decisions of the meeting.
2. Obtaining Approval of Minutes
The secretary submits the prepared minutes to the Chairman or appropriate authority for review and approval according to established procedures. Necessary corrections or clarifications are incorporated before finalisation. Once approved, the minutes become part of the official meeting records. This process ensures accuracy and confirms that the recorded proceedings properly represent the meeting.
3. Communicating Decisions
The secretary communicates decisions, resolutions, instructions, and assigned responsibilities to the concerned employees or departments. Communication may be made through letters, emails, circulars, or other approved channels. Important deadlines may also be mentioned. Timely communication ensures that members understand their responsibilities and that decisions taken during the meeting are implemented effectively.
4. Maintaining Records
The secretary preserves meeting notices, agendas, attendance records, minutes, reports, resolutions, and other relevant documents. Records should be properly classified, indexed, stored, and protected from unauthorised access. Digital records should also be maintained securely. Proper preservation ensures that meeting information remains available for future reference, audit, legal requirements, and administrative purposes.
5. Following Up Decisions
The secretary follows up on decisions and responsibilities assigned during the meeting. The secretary may contact concerned employees, check progress, maintain a pending action list, and report important delays to the appropriate authority. Regular follow up ensures that decisions do not remain merely recorded in the minutes and helps the organisation achieve the intended results.
